Entering cash receipts

Cash receipts allow you to record payments that are applied against open items, received in advance of sales orders or requests, or of unknown purpose. Typically, cash receipts are the most frequently entered transaction types.

The Cash receipts window (in the Advanced Accounting Console, go to Finance > Transactions > Cash receipts) records amounts received that apply to open AR items. Similar to the Sales transaction window, the Cash receipts window has a heading section that identifies the following:

  • Transaction date
  • Customer account ID
  • Overall payment information

Below the heading section, the window details the open items where cash can be applied.

If the Cash Application - Auto apply option is not enabled on the Configure accounting options window (in the Advanced Accounting Console, go to Finance > Options > Configure accounting options), iMIS enables you to decide the line items where the payment should be applied.

  1. In the Advanced Accounting Console, go to Finance > Transactions > Cash receipts.
  2. Click New.
  3. Enter the customer ID and press Enter, or use the lookup icon to select a value and click OK.
  4. In the Check/CC field, enter the check number or credit/debit card type, and press Tab.
  5. Enter the payment amount in the Payment Amount field, and press Tab.
  6. Select one of the following transaction options:
    • Apply cash to an item -- double-click the item in the list and enter the amount to apply to the item in the Amt Paid field.
    • Undo the cash application -- double-click the item in the list again.
    • Apply cash as a future or unidentified credit -- double-click the Pre-Pay - New line, or single-click and fill in the Amt Paid with the prepayment amount, which creates an item named PrePay: <transaction date>.
    • Partially apply cash to an item -- select the line and enter the amount to apply to the item in the Amt Paid field.
  7. Click Save.

Do the following to enter open credits:

  1. In the Advanced Accounting Console, go to Finance > Transactions > Cash receipts.
  2. Click New.
  3. Enter the customer ID and press Enter, or use the lookup icon to select a value and click OK.
  4. In the Check/CC field, enter the check number or credit/debit card type, and press Tab. If you entered a valid credit/debit card type in the Check/CC field, enter the following information:
    • CC # - Enter the credit/debit card number.
    • CSC - Enter the Card Security Code. CSC can be a required value (see Requiring a Card Security Code (CSC) for credit/debit card transactions) for specific cash accounts.

      • Note: This field is displayed only if the associated card authorization account uses immediate authorization, or deferred authorization with the Save CSC Prior to Authorization checkbox selected (see Save CSC Prior to Authorization for more information).

    • Exp - Enter the credit/debit card's expiration month and year (mm/yy).
    • Authorize - Enter any authorization code here. If credit card authorization is enabled, this field populates when the payment is approved.
    • Name on CC- Enter the name as it appears on the card.
    • Issue # - Enter the European debit card's issue number. This field is displayed only if the associated cash account accepts an issue number.
    • Issue Date - Enter the European debit card's issue date (mm/yy). This field is displayed only if the associated cash account accepts an issue date.

    Note: If Advanced PCI Compliance > Do not retain cardholder information is enabled, iMIS saves transactions without cardholder data and shows only gateway reference number and authorization code fields. For more information, see Implementing Advanced PCI Compliance options.

  5. Select the credit from the drop-down on the Select Open Payments window and click OK.
  6. Enter the credit amount in the Payment Amount field.
  7. Select one of the following transaction options:
    • Apply cash to an item -- double-click the item in the list and enter the amount to apply to the item in the Amt Paid field.
    • Undo the cash application -- double-click the item in the list again.
    • Apply cash as a future or unidentified credit -- double-click the Pre-Pay - New line, or single-click and fill in the Amt Paid with the prepayment amount, which creates an item named PrePay: <transaction date>.
    • Partially apply cash to an item -- select the line and enter the amount to apply to the item in the Amt Paid field.
  8. Click Save.

You can only edit transactions that are in an open batch or that have not been transferred to the GL. The method for finding and editing AR payment transactions is similar to the sales transaction editing process. Do the following:

  1. In the Advanced Accounting Console, go to Finance > Transactions > Cash receipts.
  2. Click Open.
  3. Enter the customer ID and press Enter, or use the lookup icon to select a value and click OK.
  4. Select the line item for the transaction you want to edit.
  5. Click Edit.
  6. Enter the payment amount in the Payment Amount field.
  7. Enter the payment amount in the Amt Paid field.
  8. Click Save.

From the Advanced Accounting Console, you can use the Cash receipts window to record returned checks, or to reverse all or a portion of a payment for a sales transaction, or simple order entry transaction if the payment was made through Cash Receipts. Do the following to record a returned check:

  1. In the Advanced Accounting Console, go to Finance > Transactions > Cash receipts.
  2. Click New.
  3. Enter the customer ID and press Enter, or use the lookup icon to select a value and click OK.
  4. Enter the original check number or credit card information.

    5. Note: If you are recording a returned check, you can preface the Check/CC field entry with RET or a similar abbreviation to make it easier to identify returned checks in reports and window displays.

  5. Enter a negative amount in the Payment Amount field.
  6. Select the line item from which the payment should be removed.
  7. Enter a negative amount in the Amt Paid field.
  8. Click Save.